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Privacy Notice for the Travel Coordination Service

Who is responsible for your information

Leodent Clinic Ltd, trading as Leodent Dental Clinic, is the controller of personal information used for its travel coordination service.

Registered office: Suite 11281, 5 Brayford Square, London E1 0SG, United Kingdom.

For privacy questions or to exercise your rights, contact:

Email: info@leodentclinic.com
Phone and WhatsApp: +90 530 522 47 60

What information we collect

For your travel coordination booking, we collect and use:

  • Your name, email address and phone number.
  • Booking and payment information, including billing details processed through Stripe.
  • Travel details needed to arrange your services, such as arrival and departure dates, flight details and agreed accommodation and transfer arrangements.
  • Information in messages you send us by email or WhatsApp, including booking questions, changes, cancellations and complaints.

Card details are entered on Stripe’s checkout page and handled by Stripe. We do not see or store full card numbers.

Please do not send medical information through the payment page. Treatment information is handled by the clinic in Istanbul under its own privacy notice.

Why we use your information

We use personal information on the following lawful bases:

  • Contract: to respond to your booking enquiries, take payment, agree and provide your arrangements, communicate with you about them, and handle changes, cancellations and refunds.
  • Legal obligations: to keep records required by law, including accounting records, and meet our obligations under consumer and data protection law.
  • Legitimate interests: to investigate complaints and establish, exercise or defend legal claims where this is not already required by contract or law. Our interest is in resolving disputes and protecting our legal rights. We must balance this against your rights and interests.

If you do not provide information needed for your booking, we may be unable to arrange or provide the relevant service.

Who receives your information

We share relevant information where needed with:

  • Stripe, to process your payment, issue a receipt and process any refund.
  • The clinic in Istanbul, to coordinate travel arrangements with your appointments.
  • Drivers and hotels we arrange, to provide transfers and accommodation included in your package.
  • WhatsApp, when you choose to communicate with us through that service.

The clinic is Özel L.E.O Ağız ve Diş Sağlığı Polikliniği, operated by Ural Özay Sağlık Hizmetleri San. ve Tic. Ltd. Şti.

We limit the information shared to what is needed for the relevant purpose. You can contact us by email or phone if you prefer not to use WhatsApp.

Information shared with recipients in Türkiye

Providing your arrangements involves sharing relevant information with recipients in Türkiye, including the clinic and the drivers and hotels we arrange.

We must protect these transfers as UK data protection law requires, including using appropriate safeguards or another lawful basis for the transfer. Contact us if you would like information about the protections applicable to your information.

How long we keep information

We keep personal information only as long as needed for your booking and for legal, accounting and dispute purposes.

The period depends on the information involved, the purpose for which it is held and any legal requirement to retain it. When it is no longer needed, we delete it or make it anonymous.

Your rights

Depending on the circumstances, you can ask us to:

  • Give you access to your personal information and a copy of it.
  • Correct inaccurate or incomplete information.
  • Delete information.
  • Restrict how we use information.
  • Provide information in a portable format or transfer it to another organisation where the right to data portability applies.

You can also object to processing based on legitimate interests. If we rely on consent for any processing, you can withdraw that consent at any time without affecting the lawfulness of earlier processing. The ICO explains these data protection rights.

Contact us using the details above to make a request. We may need information to verify your identity.

We will respond without undue delay and within one month. If the law permits extra time because a request is complex or you have made several requests, we will explain the reason within that first month. The ICO’s guidance explains the response periods.

Complaints

If you are concerned about how we use your information, contact us using the details above.

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.